Payroll codes and export — salary codes, time codes and SIE accounts

Vendion calculates the payroll data, but your payroll program and your bookkeeping have their own names for things. Under Personal ▸ Inställningar ▸ Lön (Staff ▸ Settings ▸ Pay) sits the panel Lönekoder & konton för export, where you point the codes to your own. Check the codes with your payroll provider and payroll administrator before the first export. Click Spara at the bottom of the panel after making changes.

The panel requires permission to edit payroll.

Four sections for different exports

The panel has four sections:

A value that is right for the PAXml file is therefore not right for the Fortnox API. That is why they are two separate fields, not one.

PAXml — time codes

Here you map the time types Vendion calculates: working time (hourly pay), additional time, overtime, unsocial hours supplement 1 and 2, unsocial hours on public holidays, unsocial hours on major holidays, sick leave, care of child, vacation, parental leave, unpaid leave, comp time off and compassionate leave.

Additional hours are sent on exact minutes. Additional hours (mertid) are paid for the time actually worked, without rounding. A shift that ends ten minutes after the agreed time gives 0.17 hours of additional time (MER), and 40 minutes gives 0.67 hours. Overtime is rounded as the agreement says: an extension of at most ten minutes does not count as overtime, and a started half hour counts as a whole one. This applies to both the PAXml file and the direct transfer to Fortnox Lön. Additional hours used to be rounded like overtime, so the additional hours may differ from older months' files.

Public holidays and major holidays are sent as OB3 and OB4 respectively. The reason is so the receiving system can tell them apart, not that they have their own hourly rates in the agreement: Gröna riksavtalet has one ordinary unsocial-hours rate, and a public holiday only changes the time window (06–06). Major holidays are moreover 100 % of the hourly wage (s. 14), not an hourly supplement like the others.

⚠️ Do not point public holidays to OB2 because your payroll program lacks OB3. In Vendion OB2 is the night supplement (SEK 24.31/h) while a public holiday should carry the ordinary rate (SEK 27.59/h) — the workaround becomes an underpayment, not a neutral swap. If your payroll program lacks the code, create it there, or check with your payroll consultant which code corresponds to it.

PAXml — salary codes for amounts

PAXml can contain standard codes such as BONUS, TIMLÖN and FÖRSKOTT. The receiving payroll program needs the appropriate import mappings and settings. To target a specific salary code, enter its number, for example 110. Check the first import’s rows and amounts before finalising payroll.

Shift pay is sent as its own amount. A shift with a fixed fee cannot be expressed as hours, so the amount goes as its own salary code with the shift's own date. The hours for that particular shift are then left out of working time, otherwise the payroll system would pay both hourly pay and the shift fee for the same shift. So do not enter the shift pay manually in the payroll program.

Fortnox Lön (API) — salary codes for amounts

This part is only needed if you send the payroll data directly to Fortnox instead of as a file. Fortnox has its own salary code register, and you enter the code number as it is named at your company — for example 331 for tips.

There are nine fields:

The two tip fields are not interchangeable. Which one is used depends on who distributes the tips (Personal ▸ Dricksfördelning ▸ Fördelningsregler), and the two differ for tax purposes. If you run the default "staff distribute", it is Dricks (personalen fördelar) that must be filled in — fill in only the other field and the tips will not come through.

An empty salary code prevents that amount from being sent. Direct transfer shows Beloppen kommer inte med (amounts will not be included), listing the affected items and amounts. Choose Avbryt and fill in the correct codes. Skicka ändå transfers time and the items that can be sent; you must then add missing amounts and check the result before finalising payroll.

Hours and absence are not affected by this part — those codes are fixed at Fortnox and go over without mapping.

Unsocial hours rates are set in Fortnox

Vendion sends unsocial hours (OB) to Fortnox as hours, not as amounts. Fortnox calculates the amount using the rates under Inställningar enligt kollektivavtal (settings per collective agreement) on the agreement (Register ▸ Avtal för löner in Fortnox Lön). A field left at 0 gives 0 kr, even when the hours have arrived.

With Gröna riksavtalet Visita–HRF and Vendion's preset unsocial hours rules, fill them in like this:

P02 is the night supplement only. Night hours between 01 and 06 are sent both as OB1 and as OB2, because the night supplement is added on top of ordinary unsocial hours pay (the agreement, s. 13 item 2). Together that is SEK 51.90/h. Entering 51.90 in P02 pays the night twice.

OB4 is not used with the preset rules. Major holiday pay, 100 % of the hourly wage, is sent as an amount on the Storhelgstillägg salary code above, not as unsocial hours.

The salary codes in the table are Fortnox's standard for hourly workers (arbetare). Which salary code each code goes to is controlled by Löneartsstyrning under Register ▸ Lönearter och koder in Fortnox, so check it if you have your own setup. If you use your own unsocial hours rates in Vendion, the same rates must be in Fortnox.

SIE — bookkeeping accounts

This part is used when you export an SIE payroll voucher instead of sending the data to a payroll system. You map, among others, restaurant staff salary, unsocial hours supplement, employer contributions, tips, vacation pay provision and vacation liability, employer contributions on vacation liability, staff meals, gross and net adjustments, and liability accounts for net salary and employer contributions.

If you want to book certain people's salary to a different account — the restaurant manager to a salaried-staff account, for example — you do it with cost centres: set the account number on the cost centre and link the person to it. The account in the panel applies to everyone without a cost centre.

Avoid posting the same payroll twice

Agree with your accountant which system will post payroll:

• PAXml is payroll data for import into the payroll program. Review and complete payroll, declarations and any bookkeeping there according to your routines.
• SIE is a finished payroll voucher for the bookkeeping. The right route if you are not sending the data on to a payroll system.

If your payroll program posts payroll and you also import Vendion’s SIE voucher for the same month, the cost is duplicated. Downloading both files alone posts nothing. If you are unsure — ask your accountant which route you should take.